Police Records Supervisor

City of Lemoore•Lemoore, CA

20h•Onsite

About The Position

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job. This role is responsible for supervising, assigning, and reviewing the work of staff responsible for police records services, activities, and operations. The supervisor will oversee and participate in all work activities, ensure work quality and adherence to established policies and procedures, and perform the more technical and complex tasks relative to their area of responsibility. The position receives direction from a Commander and exercises direct supervision over technical staff.

Requirements

Four years of police records management experience including one year of administrative or lead supervisory responsibility.
Equivalent to the completion of the twelfth grade supplemented by specialized secretarial training or training in records management or a related field.
Possession of, or ability to obtain, an appropriate, valid CLETS Training certificate.

Nice To Haves

Knowledge of operations, services and activities of a police records management program.
Knowledge of methods and techniques of police records management according to established regulations.
Knowledge of modern office procedures, methods and computer equipment.
Knowledge of principles and procedures of manual and computerized record keeping.
Knowledge of principles of supervision, training and performance evaluation.
Knowledge of basic principles and practices of budget preparation and administration.
Knowledge of principles and procedures of record keeping.
Knowledge of principles of business letter writing and basic report preparation.
Knowledge of English usage, spelling, grammar, and punctuation.
Knowledge of pertinent federal, state and local laws, codes and regulations.
Ability to coordinate and direct the daily operations, services, and activities of the records management function.
Ability to supervise, organize and review the work of lower level staff.
Ability to select, supervise, train and evaluate staff.
Ability to recommend and implement goals, objectives, policies and procedures for providing records management services.
Ability to understand the organization and operation of the City and outside agencies as necessary to assume assigned responsibilities.
Ability to understand, interpret and apply general and specific administrative and departmental policies and procedures as well as applicable federal, state, and local policies, laws, and regulations.
Ability to prepare clear and concise reports.
Ability to participate in the preparation and administration of assigned budgets.
Ability to plan and organize work to meet changing priorities and deadlines.
Ability to effectively represent the City to outside individuals and agencies to accomplish the goals and objectives of the unit.
Ability to work cooperatively with other departments, City officials and outside agencies.
Ability to operate office equipment including computers and supporting word processing and spreadsheet applications.
Ability to operate specialized automated law enforcement information systems including public safety computer systems to access and maintain data.
Ability to maintain confidentiality of material in various situations.
Ability to respond tactfully, clearly, concisely, and appropriately to inquiries from the public, City staff, or other agencies on sensitive issues in area of responsibility.
Ability to communicate clearly and concisely, both orally and in writing.
Ability to establish and maintain effective working relationships with those contacted in the course of work.

Responsibilities

Plan, prioritize, assign, supervise and review the work of staff responsible for processing, preparation, dissemination, maintenance, and entry of crime reports and other law enforcement records, files and statistical data; ensure compliance with applicable laws.
Establish schedules and methods for providing police records management services; identify resource needs; review needs with appropriate management staff; allocate resources accordingly.
Participate in the development of policies and procedures; monitor work activities to ensure compliance with established policies and procedures; make recommendations for changes and improvements to existing standards and procedures.
Recommend and assist in the implementation of goals and objectives; implement approved policies and procedures.
Serve as police records system manager; audit and retrieve files; maintain original document files and adhere to established retention and destruction schedules.
Administer various computer systems and programs including the department’s Record Management System; maintain system databases, control user access, provide training, resolve errors and audit entered information.
Provide training and guidance to department staff regarding the use of the California Law Enforcement Telecommunications System (CLETS); ensure department meets all security policies and protocols pertaining to the entry, validation, viewing, and release of confidential information.
Oversee purchasing and distribution of supplies; maintain inventory and order supplies as needed.
Interpret and apply complex established laws and regulations governing the dissemination of criminal justice records; release reports, documentation and information in accordance with government and agency regulations; respond to subpoenas and court orders regarding records.
Respond to citizen requests, questions and complaints by telephone or at the service counter; resolve difficult and sensitive citizen inquiries.
Participate in the selection of records management staff; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline procedures.
Participate in the preparation and administration of the police records management program budget; submit budget recommendations; monitor expenditures.
Maintain records concerning operations and programs; prepare reports on operations and activities.
Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of police records management; incorporate new developments into programs as appropriate.
Serve as liaison between the general public and other public agencies regarding any conflict of release of police records.
Perform related duties as required.